Entities

Edit 0 21 …
  • Overview: An entity is similar to a table in a database; Defines how data is stored for a specific type of record; Has properties to define where/how it appears in CRM
  • Consists of (properties): Name, display name, plural name, ownership type, is activity entity?, description, primary field, image field (optional), display areas (SiteMap: sales, service, none, etc.);
    • Primary field name can be set when creating an entity; it's a text field with name (e.g., new_name), display name, max length, field requirement (e.g., business required); Primary field is displayed in lookups, becomes hyperlink in grids
    • If set as activity entity, can set whether the entity appears in navigation menus;
    • See page "Attributes" (fields) for details about the types of fields you can add to an entity.
  • Other entity properties/options (on/off): (See below for what can and cannot be turned off after creating entity) Business Process Flows; Notes, Activities, Connections, Sending email (special email field), Queues, Document management, Access teams, Allow quick create, Duplicate detection, Auditing, Outlook and Mobile settings: CRM for Phones, CRM for Tablets, Reading pane in CRM for Outlook, Offline capability for CRM for Outlook
  • New in CRM 2013: "Primary Image" field: Can have 1 per entity
  • Predefined entities include: Account, Contact, Case, Opportunity, Product, Order... many more (260+ system entities); 90+ can be customized; Some are hidden from the UI
  • System entities: Built-in to CRM when the organization is created
  • Custom entities: Created by a CRM admin or system customizer; Can be created via UI, SDK or by importing a solution; Can customize unless restricted by a managed solution
  • Customizable entities: Consists of system and custom entities that can be customized; Can change properties, fields, rename, add/edit forms and views, include in solutions; Can be deleted;
    • What you can change (after creating entity): Display name, Plural name, Primary image, Description, Display areas, Mail merge, Document management, Access teams, Allow quick create, Duplicate detection, Auditing, All mobile and Outlook settings
    • What you cannot change: Entity name, Ownership, Whether it's an activity (and display in activity menus option); Cannot turn off: Business Process Flows, Notes, Activities, Connections, Sending email, Queues
    • Other limitations: Cannot delete some system fields and views;
  • Entity Ownership - User or Team: Typically used for business data (e.g., account, task); Entity has owner field; A user or team can have ownership if has at least read privileges to the entity; Entity record also stores business unit for the owner
  • Entity Ownership - Organization: Typically used for lookups/categorization (e.g., country, product, competitor); Does not have owner field; Cannot be assigned to a user or team; Records are not secured by business unit (all users see all records); Can otherwise be secured for read/update/etc;
  • Activity entities: Can create custom activity entities; Custom activities appear in UI with built-in activities; All entities link to ActivityPointer entity (stores common fields); Create custom activities for actions that will occur (or occurred) on a specific date/time, regarding another entity (e.g., a contact) and with someone responsible. Examples: Project Milestone, Log Visit; Custom activities are controlled by same Security Role privileges as other activities
    • Built-in activity entities: Appointment, Quick Campaign, Campaign Activity, Campaign Response, Email, Fax, Case Resolution, Letter, Opportunity Close, Order Close, Phone Call, Quote Close, Recurring Appointment, Service Activity, Task
  • After creating custom entity: Set role security/permissions (only admin/customizer can use entity until granting access); create/edit fields, forms, views; publish when ready for use
  • Deleting a custom entity: Irreversible; Data is deleted; Alternative is to remove all permissions to entity to prevent read/write; Check for dependencies: Cannot delete before deleting dependencies (use "Show Dependencies" from entity definition)
  • Alternate Keys (starting with CRM 2015 Update 1): TODO
  • Other: Selected Display Areas are not included with entities in solutions but you can export/import the SiteMap for this; Can change display name (rename) an entity but then may need to change plural name, view names, field labels, labels in reports, messages, text in help files, etc.;